Powerpay 5.1

The back side of Canadian tax forms (T4, T4A, Relevé 1, Relevé 2 and NR4) are now available for print so employees can receive both sides of the form.

A new section, Back of Tax Form, is available at the top of the Year-End Reports page. From the Reports menu, select Year-End Reports. that provides access to the back of the tax forms that are part of the reports package. The pdf report package contained in the Tax Forms – Employee Copy file does not include the back of the page.

To print the back of the tax form:

1. Navigate to the Year-End Reports page. From the Reports menu, select Year-End Reports.

2. Select the back of the tax form to print from the Tax Form drop-down list in the Back of Tax Form section.

   Note: It is recommended that the information portion of the tax form be printed and distributed to each employee with the portion contained in the Tax Forms - Employee Copy file.

3. Click Go!

   A pdf file of the back of the selected form opens in a new browser window. English and French are available.

4. Use the browser print option to print the file.

Field Level Control is now available for companies using Powerpay Self Service to specify the type of access employees have within Self Service. This feature allows you to enforce corporate policy, and define:

• which fields to display,
• which fields are view only,
• which fields are editable,
• notifications based on specific events.

The field level control feature is configured on the .Field Selections page. From the Company menu, select Self Service > Field Selections.

You can define the settings for your instance of Self Service that controls specific behaviors and which items are available to employees to view and edit. These settings can have a large impact on the application's functionality.

Each item in the Profile section includes four options:

• Hide – When selected, the item does not display in Powerpay Self Service. If all of the fields are set to Hide the Profile page in Self Service will be blank. Employees will be unable to view or edit any Profile information.

  However, even if all selections are sent to Hide, if the option to Activate Self Service Pay Statements & Tax Forms is selected on the Self Service Options page. From the Company menu, select Self Service > Self Service Options., the Work Information section displays in the Earnings Statement & Year End Form Delivery section.

• View – When selected, the item is view only in Powerpay Self Service and cannot be modified.

• Edit – When selected, the item can be modified and in some cases deleted in Powerpay Self Service. The edits made in Powerpay Self Service flow back to Powerpay. This allows employees to modify their own personal information, such as address and emergency contacts as it changes.

• Notify – When selected, a message indicating any changes/edits is sent to the Powerpay inbox when a Self Service user edits information in Self Service for a field set to Notify.

  When you select Notify you should also define who should receive the notifications. For information on defining users to receive notifications see, Users to Receive Self Service Notifications.

  For more information on receiving notifications, see Powerpay Inbox.

To set field selections:

1. Navigate to the Field Selections page. From the Company menu, select Self Service > Field Selections.

2. Make selections appropriate for your payroll.

   Use the Set all to field to set all fields to the same value, or select individual values as appropriate. All fields are mandatory.

   Note: The Direct Deposit selection can only be set to View or Hide.
   Note: Hide is not available for the Earnings Statement Delivery and Year End Form Delivery selections.
3. Click Save.

You can control which users receive notifications and the type of notifications they receive in their Powerpay Inbox. For example, when an employee makes a change to their address information in Self Service and the address field is set to notify on the Field Selections page. From the Company menu, select Self Service > Field Selections., you need to define which Powerpay users receive the notification.

To enable notifications for a Powerpay user:

1. Navigate to the User & Contact Mgmt page. From the Company menu, select User & Contact Mgmt.
2. In the list of users, click the Edit link in the row for the user to receive notifications. The Contact Information section displays.

3. In the Self Service Notifications section select the types of notifications the user should receive.

   At least one Powerpay User must be selected to receive System Generated Errors & Warnings.

4. Click Submit.

The Powerpay Inbox is used to read Powerpay messages, notifications and actions.

• Messages include targeted information for your payroll.

• Notifications include information about changes and updates made in Self Service. Notification are sent for the items set to Notify on the Field Selections page. From the Company menu, select Self Service > Field Selections.

  Note: The Powerpay Inbox displays notifications based on the Security Role settings defined for the Powerpay user. For example, if the Powerpay user only has access to salaried employee information, notifications for hourly employees do not display

• Actions pertain to data synchronization issues, such as a Self Service user and a payroll administrator updating the same information at the same time. They also include notifications on users who have locked themselves out of Self Service.

  Users set to receive System Generated Errors & Warnings on the User & Contact Mgmt page. From the Company menu, select User & Contact Mgmt. receive Action messages.

To view your messages, alerts and notifications:

1. Click the Inbox button on the toolbar.

2. By default, all messages (including notifications and alerts) display. The messages display by date received with the most recent at the top. The messages can be sorted by Sender, Subject or Date Received and if necessary, you can click one of the filter buttons beneath the Inbox to view a specific type of message.

3. Click on the message subject to open the message.

To temporarily stop the flow of data from Self Service and provide Powerpay payroll administrators with the ability to balance, audit and preview their payrolls before submitting the payroll for processing, without additional updates coming in from Self Service, two new options are available on the Self Service Options page. From the Company menu, select Self Service > Self Service Options..

Without the change deadline in place, Self Service changes continue to flow to Powerpay that may impact the payroll, so the final Preview could appear different than the final register if additional changes flow from Service after the Preview. Use the change deadline to stop the flow of data from Self Service to Powerpay for a specific time, for example you can set it so that there is no information flow for the hour before the payroll run is processed. Once the payroll is processed, the information flow resumes and any changes are updated in Powerpay in the next pay period.

To set a Self Service change deadline:

1. Navigate to the Self Service Options page. From the Company menu, select Self Service > Self Service Options.

2. Select the Enforce Employee Deadline for Self Service Changes checkbox.

3. In the Deadline for Changes on Submit For Processing Date field, select the time to stop the data flow from Self Service to Powerpay. The time is based on the day of the “Submit for Processing by…” date in the Calendar View for the open Pay Period.

4. Click Save.

When a preview is requested during the time that the data flow from Self Service is being held, a message displays on the Payroll Preview page indicating that Self Service changes are being held until the payroll is submitted and processed.

If a preview is requested prior to the data flow deadline, a message displays on the Payroll Preview page indicating that Self Service changes are being processed until the deadline.

The Employee Information section on the Audit Trail page. Click the Pay Period menu, select View., now includes an audit for HR - Emergency Contact information. This section displays if you have emergency contact changes (additions, deletions and edits), and are sorted by employee. The audit also includes information on if the changes were made in Powerpay or Self Service. When the information is edited in Self Service, “ESS” is appended to the user’s name in the Keyed By column.

To improve user experience, the following enhancements are now available on the Security Questions page:

• Four question minimum – Powerpaynow requires only four security questions.
• New security question choices – The security question list now includes ten new questions.
• New question sort order – The security question list now displays the most popular questions first, reducing the need to scroll through the list to find appropriate questions.

The password recovery process now requires only a single security question be answered correctly. Previously, two questions were required.

To allow payroll administrators to view/edit an employee’s pay statement delivery option without logging into Self Service, Powerpaydisplays the selected delivery option in the Additional Information section on the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile. in Powerpay.

The Tax Form Delivery option selected in Self Service by the employee displays. It cannot be edited.

When the Compensation feature is enabled for your payroll:

• the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile. now includes a quick link to the Work Assignments page. From the Payroll menu, select Hire/Profile > Work Assignments.

• the Work Assignments page. From the Payroll menu, select Hire/Profile > Work Assignments. now includes a quick link to the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile.

• the Pay Grades page. From the Company menu, select Compensation Setup > Pay Grades. now includes a quick link to the Jobs & Positions page. From the Company menu, select Compensation Setup > Jobs & Positions.

• the Jobs & Positions page. From the Company menu, select Compensation Setup > Jobs & Positions. now includes a quick link to the Pay Grades page. From the Company menu, select Compensation Setup > Pay Grades.

Self Service configuration features are not available for Powerpay users set up with security roles with the following access restrictions:

• Page Access – Regular Payment - Statutory Deductions
• Page Access – Hire/Profile – Employee Profile
• Page Access – Hire/Profile – Direct Deposit
• HR – Emergency Contact
• Reports - Payroll Reports
• Reports - Year End Reports
• Reports - Advanced Reporting
• Control Access – Pay Rate
• Employee Level Access

The new Username Format option enables you to configure the default format for Powerpay Self Service usernames. Use this feature to ensure that the usernames comply with your company’s policies and that employee usernames are easy for them to remember.

The default format selected will apply to all future Self Service usernames generated on the User Maintenance page. From the Company menu, select Self Service > User Maintenance. and the Multiple User Create page. From the Company menu, select Self Service > Multiple User Create.. Previously created usernames are not updated if the format is changed.

To set the default format for Powerpay Self Service usernames:

1. Navigate to the Self Service Options page. From the Company menu, select Self Service > Self Service Options.
2. Select a default username format from the Auto-Generate Username Format drop-down list.
3. Click Save.

Self Service Usernames can now be edited on the User Maintenance page. From the Company menu, select Self Service > User Maintenance.

To update a Self Service username:

1. Navigate to the User Maintenance page. From the Company menu, select Self Service > User Maintenance..
2. Select the employee whose username to update from the Employee List.
3. Update the username as required.
4. Click Save.

An e-mail is sent to the employee with their new username.

When a salaried employee is assigned a Position associated with a Job, Powerpay now properly compares the annual salary for employee with the pay range set for the position. If the salary is outside of the pay range for the position the proper error and warning messages are produced.

If a change is made in Self Service that flows to Powerpay after a Preview is run, a warning message displays on the Submit page.

The Security Event log now includes two events when a Forgot username request is submitted.

1st – a Forgot user name request had been submitted for a particular email address.

2nd – an email is sent

The Audit Trail page. Click the Pay Period menu, select View., now includes an indicator when a change is made to employee information through Self Service. When employee information is edited in Self Service, “ESS” is appended to the user’s name in the Keyed By column.

The Company Cheque No. field in the Summary section on the Manual page. From the Payroll menu, select Adjustments > Manual. is now an optional field.

Pay Range validation is now available on the Mass Organizational Update page. From the Payroll menu, select Mass Edit Tools > Mass Organizational Update. when employees are assigned a new position. If the employee’s pay rate that falls outside of the Pay Range defined for the new position, a warning or error message displays in the Preview.

The options in the Filter employees within Powerpay by section on the Sort/Filter page. From the Company menu, select Defaults > Sort/Filter. now match the options available in the employee list. All three options are selected by default. The Active option is not editable and is always selected.

Note: When the Terminated checkbox is selected, the Terminated in previous years checkbox is also selected in the employee list on the User Maintenance page. From the Company menu, select Self Service > User Maintenance.

When the address Province/State and or Country entered in the General Information section as a result of an address change is different from the Province of Employment in the Taxation section on the Employee Profile page:

• A warning message displays

• The Province of Employment should be reviewed to ensure the appropriate selections for:

  • Federal and Provincial taxes, Provincial Health taxes and Provincial Safety Plans
  • Vacation entitlements per Employment Standards

In some cases, an updated TD1, TP-1015 (for Quebec) or a letter of authority may be needed. For complete details, see the Revenue Canada website.

Use the Payroll Details page. From the Profile & Settings menu, select Payroll Details. to view your work, pay and taxation information and verify the dates and information that the employer has on file is correct.

Employer Information

You can review your employer number, name and your next scheduled payment date in the Employer Information section. The information displayed is the information available in Powerpay.

Employee Information

The Employee Information section displays:

• First Day Worked,
• Employment type (Full-time, Part-time),
• Pay Type (Hourly, Salary) and
• Pay Rate.

The information displayed is the information available in Powerpay.

To view the Pay Rate unmasked, click the View link. To hide the unmasked data, click the Hide link.

Taxation

The Taxation section displays:

• Province of Employment,
• Federal Tax Exemption Amount,
• Provincial Tax Exemption Amount,
• Tax Status,
• CPP/QPP Status,
• E.I. Category - Deducts EI or Exempt from EI,
• Provincial Payroll/Health Tax Indicator, and
• QPIP (Quebec Health Insurance Plan) - Not Applicable, Subject to QPIP, or Exempt from QPIP.

The information displayed is the information available in Powerpay.

Taxation Option

The Taxation Option section displays statutory deduction information. The information displayed is the information available in Powerpay. If none of the information is available, this section does not display.

You can review and edit address and contact records in the Contact Information section on the Profile page. From the Profile & Settings menu, select Profile.

Edit Your Address

If the application is configured to use the Edit Address Information control, the Edit button displays in the Address Information section on the Profile page. From the Profile & Settings menu, select Profile.

To edit your address:

1. Navigate to the Profile page. From the Profile & Settings menu, select Profile.
2. Click Edit. The Address Information page displays.

3. Edit your address as required.

4. Click Save.

Edit Your Contact Information

If the application is configured to use the Edit Contact Information control, the Edit button displays in the Contact Information section on the Profile page. From the Profile & Settings menu, select Profile.

To edit your contact information:

1. Navigate to the Profile page. From the Profile & Settings menu, select Profile.
2. Click Edit. The Contact Information page displays.

3. Edit your phone number and E-mail address as required.

4. Click Save.

Add, View, Edit and Delete Your Emergency Contacts

You can review, edit, add and delete emergency contact records in the Emergency Contact section on the Profile page. From the Profile & Settings menu, select Profile.

Note: The Emergency Contact section only displays when Self Service and the HR features are enabled for your company in Powerpay.

If the application is configured to use the Edit Emergency Contact Details control, the Add, Edit and Delete buttons display in the Emergency Contact section on the Profile page. From the Profile & Settings menu, select Profile.

Note: The Edit and Delete buttons display when at least one emergency contact is available.

To add an emergency contact:

1. Navigate to the Profile page. From the Profile & Settings menu, select Profile.
2. Click Add. The Emergency Contact Details page displays.

3. Complete the fields with your emergency contact details. Required fields are marked with a red asterisk *.

4. Click Save.

To edit an emergency contact:

1. Navigate to the Profile page. From the Profile & Settings menu, select Profile.
2. Select a contact to edit from the Name drop-down list.
3. Click  Edit. The Emergency Contact Details page displays.
4. Edit the fields as required.
5. Click Save.

To delete an emergency contact:

1. Navigate to the Profile page. From the Profile & Settings menu, select Profile.
2. Select a contact to delete from the Name drop-down list.
3. Click Delete. The Confirmation message displays.
4. Click OK.

You can review and edit your information in the Personal Information section on the Profile page. From the Profile & Settings menu, select Profile.

If the application is configured to use the Edit Personal Information control, the Edit button display in the Personal Information section on the Profile page. From the Profile & Settings menu, select Profile.

The Social Insurance Number Expiry Date field only displays for temporary Social Insurance Numbers (SINs beginning with a 9). The Gender field only displays for payrolls set up with Group Retirement Plans.

To edit your personal information:

1. Navigate to the Profile page. From the Profile & Settings menu, select Profile.
2. Click Edit. The Personal Information page displays.

3. Edit your information as required.

4. Click Save.

You can review and edit your earning statement and year end form delivery options in the Work Information section on the Profile page. From the Profile & Settings menu, select Profile.

If the application is configured to use the Edit Earnings Statement & Year End Form Delivery control, the Edit button displays.

To edit your earning statement & year end form delivery options:

1. Navigate to the Profile page. From the Profile & Settings menu, select Profile.
2. Click Edit in the Earnings Statement & Year End Form Delivery section. The Earnings Statement & Year End Form Delivery page displays.
3. Select an earnings statement delivery option (electronic or printed).
4. Select a year end form delivery option (electronic or printed).
5. Click Save.

Terminated employees with Self Service maintain access to Self Service for 45 days after the Processed Date of the Pay Period that they were terminated, so that they can view, print, and download their pay stubs and tax forms. After the 45 days, the employee no longer has access to Self Service.

Terminated employee access is view only.

To improve user experience, the following enhancements are now available on the Security Questions page:

• Four question minimum – Powerpay Self Service now requires only four security questions.
• New security question choices – The security question list now includes ten new questions.
• New question sort order – The security question list now displays the most popular questions first, reducing the need to scroll through the list to find appropriate questions.

The password recovery process now requires only a single security question be answered correctly. Previously, two questions were required.

PowerpaySelf Service now displays dates consistently in the following formats:

• 09-Jan-2017: When only the date is required (without the day of the week). For example, birth date, payment date and social insurance number expiry date.

• Tuesday, January 09, 2017: When the day of the week is required. For example, next scheduled payment date.

• 09-Jan-2017 09:54 am: When the time is required.

The date format for the Date Pickers has not changed.

• The Payroll Information label on the Profile page. From the Profile & Settings menu, select Profile.has been renamed Direct Deposit.

• The top level Self Service Profile menu item has been renamed Profile & Settings.

• Employee Number and Position Title Information in Self Service - The Employee Number and Position Title now display (view only) in Self Service:

  • On the Home page

  • On the Profile page. From the Profile & Settings menu, select Profile.

  • On the Payroll Details page. From the Profile & Settings menu, select Payroll Details.